Sports Complex-Hicks Park RFP for Architectural Services_202609231253054814.pdf

September 22, 2026

REQUEST FOR PROPOSAL

RFP #26-013

The City of Cartersville is soliciting competitive sealed proposals from qualified design professionals to provide Architectural and Engineering Design Services for a new redevelopment of Cartersville Sports Complex, along with selected redevelopment of the concession stand at Hicks Park; and retaining wall at Hicks Park.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number 26- 013 and Company Name. Proposals will be received until 3:00 P.M. local time on Friday, October 23, 2026 at the Cartersville Parks & Recreation Department 100 Pine Grove Road, Cartersville, GA 30120. Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting firms will be read at 3:00 P.M. Proposals are legal and binding upon the bidder when submitted. One unbound original, five (5) bound copies without FEE PROPOSAL should be submitted and one form of electronic media in Adobe PDF format should be submitted.

The FEE PROPOSAL should be in a separate sealed envelope.

Questions regarding proposals should be directed to David Archer, Jr. at darcherjr@cartersvillega.gov no later than 5:00 P.M. on October 6, 2026.

Successful design professional firm will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A or better.

The written proposals supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. The City of Cartersville reserves the right to reject any or all proposals to waive technicalities, and to make an award deemed in its best interest.

We look forward to your proposal and appreciate your interest in the City of Cartersville.

My regards, David G. Archer, Jr., Director Cartersville Parks & Recreation Department 100 Pine Grove Road Cartersville, GA 30120

RFP 26-013

REV.9.4.2026

REQUEST FOR PROPOSAL

Professional Design Services

The City of Cartersville Georgia (the “Owner”) is seeking Requests for Proposals (RFP) from firms interested in providing professional design services for a new redevelopment of Cartersville Sports Complex, along with selected redevelopment of the concession stand at Hicks Park; and retaining wall at Hicks Park in Cartersville, GA. All respondents to this Request for Proposal are subject to instructions and additional terms and conditions communicated in this document. The City reserves the right to reject any or all request for proposals, and to waive technicalities and informalities at the discretion of Owner.

1. GENERAL PROJECT INFORMATION

The City of Cartersville is seeking professional architectural and design services for the planning, programming, design, and development of baseball fields at Cartersville Sports Complex at 11 Sugar Valley Road, concession stand, press box and other amenities, as well as a new concession stand and retaining wall at Hicks Park on Clearwater Street Cartersville, Georgia 30120. The project site is identified in Exhibit C of this Request for Proposal.

The anticipated project scope and facility program include, but are not necessarily limited to, the following:

Richard Bell Baseball Field (Field 5) at Cartersville Sports Complex The conversion of the primary field will include grandstand-style spectator seating with an elevated press box, team locker rooms, an umpire locker room, coaches’ office, concessions, restrooms, and storage areas located beneath the grandstand. The playing field will be converted to a turf surface. The field may need to be shifted to accommodate the proposed improvements, with particular consideration given to the location and configuration of the outfield wall and its relationship to the park’s existing community walking trail.

Fields 1-4 at Cartersville Sports Complex Fields 1 and 2 are currently 200-foot girls’ softball/Little League-sized fields. These fields may need to be shifted north to provide appropriate spacing between facilities and to accommodate adequate drainage.

Fields 3 and 4 are currently 300-foot softball/baseball fields, and both may need to be shifted to achieve proper spacing and site configuration. Field 4 will need to be lengthened to accommodate high school baseball play, and consideration may also be given to converting this field to a turf surface.

The remaining fields will remain natural grass fields.

Cartersville Sports Complex Concession Stand Building Existing concession stand building would be removed with this redevelopment.

Hicks Park Concession Stand Building This building will need to be completely replaced, and is to feature a fully functioning concession stand with a second floor meeting space, office and dressing area for umpires.

Hicks Park Retaining Wall Along the rear perimeter of the park, we will want to construct a retaining wall that serves two purposes:

creating additional space for spectator seating and protecting the existing embankment from further deterioration.

Project Delivery Method The delivery method for this Project will be Construction Manager at-Risk (CM), and, as a minimum, will employ the services of a Construction Manager to be bid separately by the Owner in addition to the services of the Design Professional.

Project Budget The Owner currently anticipates a construction budget of approximately $4 million to $6 million for the Cartersville Sports Complex, Hicks Park and associated site improvements. This amount is a preliminary estimate and may be adjusted by the Owner based upon final programming, design development, market conditions, available funding, and other project requirements. Respondents shall identify any assumptions regarding the construction budget used in developing their approach and fee proposal.

Project Schedule The Design Professional’s services are anticipated to commence by Fall 2026 with construction documents completed and permitted by April 2027 with the desire for the Construction Manager to have at a bare minimum Richard Bell Field completed by February 2028. The anticipated schedule is subject to refinement with the selected team, Owner and CM.

2. DESIGN PROFESSIONAL SERVICES

The Owner is seeking the services of a qualified architectural/engineering firm (the “Design Professional” or “Firm”) to provide comprehensive design services for the project, including the development of all required plans and specifications. The Design Professional shall provide complete programming, conceptual design, schematic design, design development, and construction document services necessary to advance the project through permitting and construction. The scope shall include all services required to produce a complete, coordinated, and permit-ready set of construction documents.

The selected Design Professional shall enter into a contract with the Owner in a timely manner and shall adhere to all project schedules and established milestones. The final design plans shall be completed and submitted for permitting by the deadline established by the Owner. Failure to meet the required deadline may result in the assessment of penalties as specified in the contract.

Scope of Work It is anticipated that the Agreement between the Owner and the selected Firm will contain the following scope of work:

1. Serve as the Owner’s professional architectural consultant in all phases of the Project described in the

Agreement, and assist the Owner by developing the architectural design space program for the Project after which the Firm will describe the major functional elements, space requirements and relationships between the elements, requirements within each space (environmental, lighting, electrical, communications, technology, security, etc.), site development requirements, code requirements, aesthetic requirements and other special considerations.

2. Enter into an Agreement with the Owner substantially in the form of a standard AIA Document. The Basic Services shall consist of architectural design services, structural engineering, mechanical engineering (including HVAC and plumbing), electrical engineering, fire protection engineering, physical and electronic security systems, audio/visual/acoustics engineering, interior design, furniture, furnishings and equipment services, civil engineering, landscape architecture, and any other services included in the Agreement as part of Basic Services. The Design Professional shall provide commissioning coordination and support as part of Basic Services for the Project. The Design Professional shall incorporate commissioning requirements into the construction documents and coordinate with the Owner, Construction Manager, commissioning provider, contractors, and applicable consultants throughout the design, construction, testing, and closeout phases.

3. The programming efforts of the Firm will include, but not be limited to, reviewing existing site conditions, interviewing key stakeholders, attending and facilitating meetings and taking other actions as necessary to establish the scope of the Project as dictated by the stakeholders’ needs.

4. Provide a preliminary evaluation of the developed program and the Project budget requirements, each in terms of the other, and review with the Owner.

5. Accept that the Owner will procure the services of a Construction Manager-at-Risk for the construction phase of the work. They will be contracted to work diligently with the selected Firm to provide costing feedback, constructability feedback, schedule feedback and Bid Package assistance throughout the entire design/preconstruction phase of the Project typical with a Construction Manager-at-Risk procurement process.

Once a contract is executed between the Owner and the successful Firm, the successful proposer will be required to provide the services as required by this RFP by the members of the proposed project team, including any and all consultants. The Owner must first approve any change in or substitution of project team members, including any consultant, in writing.

The successful proposer will provide full architectural and engineering services including, but not limited to:

o Full Architectural Programming o Conceptual Design o Schematic Design o Design Development Documents o Construction Documents o Construction Administration o Furniture, Fixture and Equipment Layout, Specification and Selection o Civil Engineering o Landscape and Irrigation Design o Mechanical, Electrical, Plumbing, Fire Protection and Communication Systems Design o Structural Design o Audio/Visual/IT Design o Code Review and Compliance o Permitting through Approval from all Authorities Having Jurisdiction o Regular coordination with the Construction Professional during all phases of work o Quality Assurance/Quality Control (QA/QC) o Coordination with consultants hired by Owner o Other requirements as per the Design Professional’s contract

Owner will provide the following services through third party consultants:

o Surveying – topography, location of structures/site utilities/trees, construction limits o Geotechnical Evaluation – subsurface investigations o Special Inspections and Material Testing

I. SCHEDULE OF EVENTS

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed. All times indicated are Eastern Standard Time. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

a. Owner issues RFP 9/22/2026 --------

b. Deadline for questions about the RFP 10/6/2026 5:00 PM

c. Owner provides responses to questions from interested firms

10/8/2026 --------

d. Deadline for submission of RFP and Fee Proposals 10/23/2026 3:00 PM

e. Interviews, if required TBA TBA

f. Selection Committee Recommends Firm to City Council TBA ---------

II. SELECTION PROCESS AND EVALUATION CRITERIA

The Owner will receive and evaluate RFP and Fee Proposals to determine the firm that is most advantageous to the Owner. Selection of the Design Professional may be a multi-step process – an evaluation of RFPs, an interview and fee negotiations.

Step I – Qualifications/Fee Proposal Review, is initiated with this RFP, which is issued for the purpose of acquiring statements of qualifications from prospective Design Professional firms. A selection of finalist Firm(s) will be made by a Selection Team consisting of representatives of the Project Stakeholders and the criteria for evaluation of the RFP are as follows:

0-15 Points: Stability of the firm, including the Firm’s corporate history, growth, resources, form of ownership, litigation history, financials, etc.

0-40 Points: Firm’s relevant project experience and qualifications, including the demonstrated ability of Firm in effective design of facilities comparable in complexity, size, and function, for Owners such as the City of Cartersville and other similarly-structured organizations. This includes relevant experience and qualifications of the principal Design Professional(s) and lead staff, and evidence of relevant competencies for this project.

0-15 Points: Qualifications of Proposed Key Personnel – qualifications, experience, availability, and demonstrated capabilities of the proposed project manager, lead architect, engineers, and other key personnel.

0-10 Points: CMAR/Preconstruction Experience - demonstrated experience working successfully with Construction Manager-at-Risk teams, including estimating, constructability review, value engineering, scheduling, GMP development, and preconstruction coordination.

0 – 10 Points: Project Approach, Cost and Schedule Management - Quality and completeness of the proposed approach to programming, stakeholder coordination, design, cost control, schedule management, permitting, and coordination with the Owner and Construction Manager.

0 – 5 Points: QA/QC, Risk Management and Specialized Expertise - strength of the firm's quality assurance/quality control procedures, identification and mitigation of project risks.

0 – 5 Points: Availability and Responsiveness of Project Team - demonstrated ability of the proposed team to provide timely, accessible, and consistent services throughout design, permitting, construction administration, and project closeout.

During the first phase of the evaluation, the Evaluation Team will have access to all proposal materials except separately sealed Pricing. Proposals will initially be scored based on the technical criteria. The Selection Committee will shortlist the highest scoring Firms for interviews, with the number of firms shortlisted at the discretion of the Selection Committee. Following interviews, the Selection Committee will rank the Firms interviewed to determine the highest-ranking Firm. Once the highest-ranking firm is determined, the Owner will open the Fee Proposal. The Owner reserves the right to negotiate price and scope of work with the highest-ranking Firm in an attempt to reach agreement. If negotiations with the highest-ranking Firm are unsuccessful, the Owner may then negotiate with the second highest ranking Firm and so on until a satisfactory agreement has been reached.

III. SUBMITTAL OF QUESTIONS AND REQUEST FOR CLARIFICATION

Questions about any aspect of the RFP, or the project, shall be submitted in writing via email to:

David G. Archer, Jr. at darcherjr@cartersvillega.gov . The deadlines for submission of questions relating to the RFP are the times and dates shown in the (Schedule of Events-Section II). From the issue date of this solicitation until a successful firm is selected and the selection is announced, respondents shall not communicate regarding this solicitation with City Council members, City staff, selection committee members, project stakeholders, or other individuals involved in the evaluation or selection process, except through the designated procurement contact identified in this RFP.

IV. SUBMITTAL OF REQUEST FOR PROPOSALS

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal #26-012 and Company Name. Proposals will be received until 3:00 P.M. local time on Friday, October 23, 2026 at the Cartersville Parks & Recreation Department, 100 Pine Grove Road, Cartersville, GA 30120. Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting Firms will be read at 3:00 P.M. Proposals are legal and binding upon the bidder when submitted. One unbound original, five (5) bound copies without FEE PROPOSAL should be submitted and one form of electronic media in Adobe PDF format should be submitted. One sealed envelope with the fee proposal enclosed should be submitted.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals such mailto:darcherjr@cartersvillega.gov as “proprietary”, “confidential”, or any other designated of restricted use will not protect the information from public view. Subject to the provisions of the Georgia Open Records Act the details of the proposal documents will remain confidential until final award.

V. INSTRUCTIONS FOR PREPARING REQUEST FOR PROPOSALS AND FEE PROPOSALS

Submittals must be prepared in a manner that when printed would typically fit on standard (8 ½” x 11”) paper. Responses are limited to using a minimum of an 11-point font. (The entire response shall not exceed 40 pages. One page cover letter and tabs do not count. All other pages count, no exceptions.) Emphasis should be on completeness, relevance, and clarity of content. To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined below. Each RFP shall be prepared simply and economically, providing straightforward, concise delineation of respondent’s capabilities. The content of all Request for Proposals must be categorized and numbered, as outlined below, and responsive to all requested information:

A. Description and Resources of Firm A1 Provide basic company information: Company name, address, name of primary contact, telephone number, fax number, E-mail address, and company website (if available). If the firm has multiple offices; the qualification statement shall include information about the parent company and branch office separately. Identify office from which project will be managed and this office’s proximity to the project site. Provide ownership, including state of residency or incorporation, and number of years in business. Is the offeror a sole proprietorship, partnership, corporation, Limited Liability Corporation (LLC), or other structure?

A2 Briefly describe the history and growth of your firm(s). Provide general information about the firm’s personnel resources; including disciplines, number of employees, locations, and staffing of offices.

A3 Has the firm been involved in any litigation in the past five (5) years? Describe your experience with litigation with Owners, Architects or Consulting firms and/or Contractors. List any active or pending litigation and explain. List any claims against your firm or against Owners where your firm is named.

A4 Provide the name of the insurance carrier, types of coverage and deductible amounts per claim.

A5 Describe the firm's financial capacity and resources available to successfully perform the services. Provide annual gross revenue for the previous three fiscal years and identify any material financial circumstances that could affect the firm's ability to perform the contract.

A6 Identify any litigation, claims, arbitrations, or proceedings involving the firm during the past five years that relate to professional services, construction projects, professional negligence, breach of contract, or similar matters. For each matter, briefly describe the nature and current status.

A7 Provide proof of the Firm’s Registration with the state of Georgia.

A8 Complete City’s E-Verify Form (Exhibit A).

B. Experience and Qualifications B1 Provide an organizational chart for the project team. Please designate all specific individuals and their roles on your team. At a minimum, the project organization chart shall show the names of key designers and staff, and descriptions of responsibilities for all proposed staff.

B2 Provide for each of the above personnel current resumes listing relevant project experience and the percentage of the person’s time to be committed to this project.

B3 Identify the individual who, from project start to finish, will be the leader of your team and the principal point of contact between your firm and the Owner/Construction Manager. Provide detailed information on the qualifications of this individual and the direction, authority, and management tools that will be provided to the individual by the firm.

B4 Provide information on the firm’s experience with projects of similar type, size, function and complexity. Describe no more than six (6) and no less than three (3) projects, in order of most relevant, which demonstrate the firm’s capabilities to perform the anticipated services listed in this RFP for the proposed project. For each project, the following information should be provided:

a. Project name, location and dates during which services were performed.

b. Project delivery method (construction manager at risk, design-build, design-bid-build, etc.).

c. Brief description of project and physical description (square footage, site area, etc.).

d. Exact services performed by your firm and relevance to services required for the proposed project.

e. Provide initial budget and final cost amounts.

f. List the individuals from your proposed project team that worked on these projects.

Identify their roles for the submitted projects.

g. Owner’s stated satisfaction with the design and service of your firm (include letters or statements of reference).

h. Owner’s current contact information.

i. Contractor’s current contact information.

C. Statement of Suitability C1 Provide any information that may serve to differentiate the firm from other firms in suitability for the project. Provide evidence of the firm’s fit to the project and/or needs of the Owner, any special or unique qualifications for the project. Provide the proximity of office to project location and any services offered by the firm that may be particularly suitable for this project.

C2 Provide firm’s overall project approach for this specific project. Describe approach, at a minimum, related to management of program, cost, schedule, and quality. Respondents shall provide a proposed timeline, identifying the critical path for design and permitting, major schedule risks, assumptions necessary to achieve the Owner’s target schedule, and proposed mitigation strategies.

Fee Proposal See Fee Proposal Form attached as Exhibit B. This form must be completed and submitted in a separately sealed envelope.

Fee Proposals will not be scored as part of the initial qualification’s evaluation.

Following completion of the qualifications evaluation and ranking of respondents, the Owner will negotiate scope and compensation with the highest-ranked firm. If an agreement cannot be reached, the Owner may terminate negotiations and proceed to the next highest-ranked firm in accordance with applicable procurement requirements.

VI. ADDENDA

Any changes, clarifications, interpretations, or supplemental information regarding this solicitation will be issued by written addendum and posted on the city’s website. Respondents are responsible for monitoring the City's designated procurement posting location and acknowledging receipt of all addenda in their submissions.

Exhibit A

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with City of Cartersville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L.

99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with City of Cartersville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Cartersville at the time the subcontractor(s) is retained to perform such service.

The undersigned Contractor is using and will continue to use the federal work authorization program throughout the contract period.

EEV/Basic Pilot Program* User Identification Number

BY: Authorized Officer or Agent Date (Contractor Name)

Contractor/Entity Name Title of Authorized Officer or Agent of Contractor

Contractor Address

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_____ DAY OF _________________, 20____

Notary Public My Commission Expires:

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

EXHIBIT B – FEE PROPOSAL

ARCHITECTURAL/ENGINEERING SERVICES

CITY OF CARTERSVILLE SPORT COMPLEX/HICKS PARK REDEVELOPMENT

Firm: _____________________________ Date: _________________________________

B.1 Fee Proposal Instructions The Firm shall provide a lump-sum fee for the Base Services identified below. Fees shall include all labor, supervision, overhead, profit, and incidental costs necessary to complete the services described in the RFP, except for reimbursable expenses and other items specifically identified in this Exhibit.

Proposers shall complete all applicable portions of this Exhibit. The Owner reserves the right to negotiate, authorize, or not authorize Optional Services and Additional Services based upon project needs, available funding, and Owner approval.

B.2 BASE SERVICES

Phase / Service Proposed Fee

1. Programming / Needs Assessment $___________

2. Conceptual Design $___________

3. Schematic Design $___________

4. Design Development $___________

5. GMP / Construction Cost Support $___________

6. Construction Documents $___________

7. Permitting / Regulatory Coordination $___________

8. Bidding / Procurement Support $___________

9. Construction Administration $___________

10. Project Closeout $___________

TOTAL BASE FEE $___________

The Firm shall identify any significant assumptions, exclusions, or limitations associated with the above fees.

B.3 PROFESSIONAL STAFF HOURLY RATES

Proposers shall provide the following fully guaranteed hourly rates. Rates shall include salary, overhead, general and administrative expenses, and profit.

Position / Discipline Hourly Rate Principal $________ / HR Project Architect $________ / HR Project Manager $________ / HR Architect $________ / HR Civil Engineer $________ / HR Structural Engineer $________ / HR MEP Engineer $________ / HR Landscape Architect $________ / HR Other Discipline: __________ $________ / HR Other Discipline: __________ $________ / HR Other Discipline: __________ $________ / HR Rate Escalation:

Proposer shall indicate whether the above hourly rates will remain fixed for the anticipated duration of the project.

☐ Rates will remain fixed.

☐ Rates may be adjusted as follows: ______________________________________

B.4 FEE BY DISCIPLINE

To provide the Owner with a benchmark for evaluating future Additional Services and potential scope modifications, the Proposer shall provide its anticipated allocation of the Base Fee by discipline.

Discipline Base Fee Allocation Principal $___________ Project Architect $___________ Project Manager $___________ Architect $___________ Civil Engineer $___________ Structural Engineer $___________ MEP Engineer $___________ Landscape Architect $___________ Other Discipline: __________ $___________ Other Discipline: __________ $___________

TOTAL $___________

This breakdown is requested for evaluation, budgeting, and future Additional Services benchmarking purposes and does not establish a guaranteed level of effort for any individual discipline.

B.5 FEE ASSUMPTIONS AND EXCLUSIONS

The Proposer shall identify all assumptions, exclusions, and conditions used in developing the proposed fee.

Assumptions:

1.

2.

3.

4.

Exclusions:

1.

2.

3.

4.

Other Conditions Affecting Fee:

B.6 AUTHORIZATION

The undersigned certifies that the information provided in this Fee Proposal is complete and accurate and that the proposed fees are based upon the requirements contained in the Owner's Request for Proposals.

FIRM NAME: _________________________________________________

AUTHORIZED REPRESENTATIVE: _________________________________

TITLE: ______________________________________________________

SIGNATURE: _________________________________________________

DATE: ______________________________________________________

PHONE: _____________________________________________________

EMAIL: ______________________________________________________

Fee Proposal Requirements. Proposers shall submit fees using the format provided in Exhibit B. The Owner intends to use the Fee Proposal not only for evaluation of the initial project but also as a benchmark for negotiating future Additional Services. Proposers shall therefore provide sufficient detail regarding phase fees, discipline allocations, hourly rates, reimbursable expenses, travel, printing, and overtime/premium-time rates to allow the Owner to reasonably evaluate and negotiate future changes in scope.

Exhibit C – Project Site – 11 Sugar Valley Rd. & 51 Clearwater St., Cartersville, GA 30120

Cartersville Sports Complex - 11 Sugar Valley Road, Cartersville, GA 30120

Hicks Park - 51 Clearwater Street, Cartersville, GA 30120